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Eagle Point Women’s Club Board Job Descriptions

President

The President shall:

  • Set and conduct all meetings of the Board of Directors and preside over the bi-monthly luncheon meetings.
  • Collect and assemble information to distribute to the members as needed, i.e., email blast and posting on the website.
  • Be a co-signer on the club’s checking account.
  • In accordance with the By-Laws, appoint a Nominating Committee, which in turn shall gather a slate of candidates for the next term of office.
  • Appoint an audit committee, which will present its findings at the first Board meeting after completion, but no later than August.
  • Attend or appoint someone on the Board to represent the EPWC at the Chamber of Commerce and Eagle Point Community Association monthly meetings.
  • When term of office is over, serve as a non-voting advisor to the Board of Directors for one year.

Revised 5/20/2015                                                                       Approved 5/20/2015

 

 

Vice President and Membership Chair

The Vice President and Membership Chair shall:

  • Perform the duties of the President if she is unavailable.
  • As Membership Chair, collect dues and deposit dues cash and checks. Send deposit slips to the Treasurer.
  • Check mailbox 1-2 x/week for new membership applications. Deliver luncheon checks from the mailbox to the luncheon coordinator. Distribute other mail as appropriate.
  • Send a welcome e-mail letter to new members and provide them with a Member booklet.
  • Add new members to the membership roster on the website and notify the President by e-mail of the new member name.
  • Along with the Luncheon Coordinator, greet members and guests at the luncheons.
  • Take photographs at the luncheons and post a report with pictures to the website after the luncheon. Transfer photos from the luncheons to a USB flash drive and deliver it to Lenita Blake for slide shows for the next luncheon.
  • Be a co-signer on the club’s checking account.
  • Prepare an updated roster each month and e-mail the roster in Word and PDF format for the President to utilize for the monthly “blast”.
  • Revised 5/6/2015                                                    Approved 5/20/2015

 

 

Recording Secretary

The Recording Secretary shall:

  • Take minutes at each Board meeting and, at earliest convenience, email them to the Board members for their review. Make any corrections and email the final copy to Board members.
  • Present these minutes for Board approval at the next meeting.
  • Prepare documents as directed by the Board.
  • Retain the official records of the group: the By-laws and Board policies, About Us, official minutes, Board member roster, Board of Director’s job descriptions, Nominating Committee procedures, nomination form, new membership form, release of liability form for Activities Chairs, and reimbursement forms.
  • Place the official records on a USB flash drive to facilitate the transfer of information when there is a change in officers.

Revised 5/20/2015                                                       Approved 5/20/2015

 

 

Treasurer

The Treasurer shall:

  • Manage the financial records of the club as follows:  maintain a bank account in the name of the club; pay all bills; and present a monthly Treasurer’s report.
  • Send Treasurer’s report to Board members prior to Board meeting.
  • Present Treasurer’s report at bi-monthly luncheons.
  • Participate with the Board in the preparation of the annual operating budget.  Once approved, record new budget and send report to Board members.  Inform Activities Coordinator 1 that this budget is ready to post on the website.
  • Be a co-signer on the checking account.                  

Revised 5/20/2015                                                       Approved 5/20/2015

 

 

Activities Coordinator (Joint)

  • Oversee and assist all current and future activity groups.  Contact will be by phone, email or in person with the Chairs.
  • Meet with all Activities Chairs as a group as needed to review duties and responsibilities and discuss any concerns or problems.
  • Be available at the activities table at the luncheons to answer questions regarding groups and to help with sign-ups for events.
  • Request that Chairs copy the Activities Coordinators on changes and website updates to ensure both the calendar and sign-up sheets will be updated.

Revised 5/20/2015                                                        Approved 5/20/2015                                                                     

Activities Coordinator (1)

The Activities Coordinator 1 shall:

  • Keep the activities calendar current for the calendar year.  By Fall, remind Activities Chairs to schedule their planning meetings and prepare the calendar for the upcoming year with updated schedules.
  • Review website to ensure accuracy.
  • Set up the calendar on the EPWC site, assuring that all activities are entered on the appropriate date, with the correct time and chairperson name and phone number. Enter changes as requested throughout the year to maintain accuracy.
  • Edit and enter changes to the individual activity web site pages as needed to maintain accuracy.
  • Review and, if needed modify activity reports that are submitted to the web site.
  • Respond to comments, contact us, and requests for info which are submitted to the web site.
  • Set up and maintain a separate activity calendar which can be printed and attached to the monthly blast.  This calendar should also include the date, time and chairperson name and phone number for all activities scheduled throughout the year.
  • Provide a copy of the activities calendar in PDF (printable) format to be sent out with the blast on a monthly basis and on a bi-monthly basis for use on the activity board at the EPWC luncheons.
  • Address any problems that arise with the web site and contact Paradux Media if their assistance is required to correct the situation.
  • Assist board members and activity chairs to assure that the info on all web site pages is current and accurate. Work with Paradux to remove old forms, etc. and upload updated info, as needed.
  • Work with Activity Coordinator 2 to update and maintain the Activity Chair roster for placement on the board at the luncheons and as needed.

Revised 3/18/15                                                            Approved 3/18/2015

 

 

Activities Coordinator (2)

The Activities Coordinator 2 shall:

  • Provide all sign-up sheets for all activities and have them available at the luncheons.
  • Compare the member roster to the sign-up sheets to ensure everyone is a member in good standing.  If they are not, send an email reminder that they must be members to attend activities.(Although they may be a guest one time for each activity).
  • Contact Chairs after the luncheon to inform them of any additions to their group.
  • Keep in contact with the Chairs to make sure that all who attend their group’s activity are current members.

Revised 5/20/2015                                                        Approved 5/20/2015

 

Luncheon Coordinator

The Luncheon Coordinator shall:

  • Check PO Box for mail, especially 2 weeks before luncheon. Have a drop box at your house, for members to drop off their checks.  Make a list of attendees.
  • About one month before the luncheon, send the chef your luncheon menu for review and changes.  Also send event coordinator your linen choices.
  • Work on your centerpieces, budgeted $35.00 per luncheon.
  • The Friday (could be Monday) before the luncheon, email event coordinator with the luncheon count.
  • Make up name boards, adding name tags for new members and guests.
  • Arrive at RVCC about 9 A.M. the day of the luncheon to set up the centerpieces, table numbers, name boards and arrival table.  Ask for a banquet cart at the entrance to carry centerpieces, etc..
  • Towards the end of the luncheon, pick up the name tags and draw for the free luncheon for next time.
  • After luncheon, cleanup centerpieces, etc. and give event coordinator the count that was actually at the luncheon.
  • Deposit checks in the bank.

Revised 5/20/2015                                                        Approved 5/20/2015

 

 

Program Coordinator

The Program Coordinator shall:

  • Oversee the bi-monthly luncheons including entertainment and publicity.
  • Ask the members for suggestions and input to fill the 6 luncheons.
  • Write & submit article prior to the luncheon to the Upper Rogue Independent by their deadline.
  • Send a follow-up article with photo (if possible) to the Upper Rogue Independent.
  • Send a thank-you card to the guest(s) along with a copy of the URI article.
  • Assist the Luncheon Coordinator with member check-in at the luncheons.
  • Three weeks before each luncheon, send information about that luncheon to the President for the email blast.                             Approved 1/09/2013

 

Special Interest Groups

 

Sunshine Chair

The Sunshine Chair shall:

  • Send letters or cards to members who are ill, have a seriously ill immediate family member, or have lost a member of their immediate family.
  • Upon the death of an Eagle Point Women’s Club member or her spouse, be responsible for sending flowers, a potted plant, or a donation to the deceased member’s favorite charity. The cost is not to exceed $50.
  • Contact Sunshine Committee members when one of our members needs support, such as food, rides, or help at home. Notify all chairs of groups that member is in, and ask for assistance from that group(s).
  • Keep Board members updated on all cards, deaths, or members in need of help.                                      Approved 1/09/2013

 

 

Volunteer Opportunities Coordinator

The Volunteer Opportunities Coordinator shall:

  • Identify, provide information and communicate to the members the volunteer opportunities available in the area.  This information may be sent through the Blast, a special email, posted on the web site, or by making announcements at the bi-monthly luncheons.
  • Conduct meetings when needed to discuss with the committee the various opportunities.                                                                Approved 4/02/2013